Administrative Assistant - Finance, Facilities And Information Systems

POSTING DATE: November 9, 2023

 

NOTICE OF VACANCY
Administrative Assistant – Finance, Facilities and Information Systems
 SUMMARY:

Provides secretarial and clerical support for Marquette-Alger RESA’s Finance, Facilities,
and Information Systems area. Provides administrative and bookkeeping support for
grants through the Michigan Department of Education (MDE). Serves as point of contact for
single audit, and prepares reports / materials for audit. Organizes bus bid process and
summer tax process, including correspondence and board approval requests.

QUALIFICATIONS:

• Four years of related secretarial/bookkeeping experience 
• Post-secondary experience or degree in relevant area preferred
• Demonstrated ability to:
  • Organize short and long term projects
  • Establish and maintain filing systems (physical and electronic)
  • Problem-solve and apply principles of logical thinking
  • Accurately complete fiscal procedures (e.g., generating POs, invoicing, coding expenses)
• Proficiency with software/applications including Microsoft Word, Excel, PowerPoint, Google Suite, Zoom
• Strong accounting or finance background preferred
• Excellent filing and organizational skills
• Strong verbal and written communication skills 
• Must demonstrate initiative and the ability to work independently
• Professional attitude and appearance

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Assist Chief Financial Officer with projects and proactive reminders of upcoming events and deadlines
• Provide secretarial and clerical support for grants through MDE, including working with budgets, approving/processing bills and invoices, creating purchase orders, drafting contracts, and preparing reports
• Develop grant schedule and prepare reports for Marquette-Alger RESA Board of Education meetings
• Assist with budgets, banking information, and board reports for small Local Education Agencies (LEAs)
• Ensure LEA online transparency reports are in compliance with state guidelines
• Prepare reports / materials for grant audits; serve as point of contact with auditor for single audit
• Review General Education and Special Education time logs, Upper Peninsula Autism Network (UPAN) and Flowthrough requests for funds, and Nutrition/Northcare grant invoices/reports
• Prepare UPAN reports, grant budgets in finance, UP formula based on pupil count, indirect adjustment, and Budget and Reporting (B&R) documents
• Compile and collect summer tax responses; send out letters to the appropriate taxing units (summer and winter); obtain Marquette-Alger RESA board approvals related to summer taxes
• Organize bus bid meetings; process and compile all bid information; complete related contracts; distribute information to vendors, local schools, and bus bid committee
• Place orders for building signage and other facility needs
• Process journal entries and close month after transactions are complete
• Process Cash Management System (CMS) cash requests
• Maintain tracking of Early On playgroups
• Monitor administrative salary spreadsheets
• ​​​​​​​Assist with chargebacks and SCECH processing
• Perform account audits and reviews as scheduled and upon request
• Coordinate meetings for Finance, Facilities and Information Systems Service Area
• Reserve conference rooms and assist with ordering food for meetings
• Make/manage conference, hotel, and car reservations for staff
• Assist with Marquette-Alger RESA website updates upon request
• Perform general administrative / clerical duties such as filing, photocopying, and faxing
• Interact with the public in a positive, courteous, and professional manner via email, phone, and in person
• Provide front desk coverage as requested/assigned
• Perform other duties and responsibilities as assigned

 

OTHER KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated experience exercising confidentiality and sound judgment in dealing with local districts, staff, students, and operations
• Ability to work on multiple projects and maintain proactive communication with stakeholders
• Ability to deal with issues in a fair manner, treat diverse populations and personalities with dignity and respect, and act in a highly ethical manner
• Ability to work in a fast-paced environment yet maintain flexibility in thinking and actions
• Detail-oriented with strong analytical skills; highly skilled with Excel and/or Google Sheets

 

SPECIAL CONDITIONS: 

• Perform position duties and functions while upholding confidentiality of privileged and sensitive information
• Position requires travel to local school districts in Marquette and Alger counties using personal vehicle
• Occasional overnight travel downstate for conferences and activities of professional organizations
   

TERMS OF EMPLOYMENT: Full time position. Must have regular and reliable job attendance, performance, and the physical ability to do the job
REPORTS TO: Chief Financial Officer
COMPENSATION & BENEFITS: According to Marquette-Alger RESA ESP Collective Bargaining Agreement. Compensation includes a full benefits package. Starting wage rate $17.98-$20.24

 

APPLICATION DEADLINE: 4 p.m. on Saturday, November 18, 2023

 

Apply online at https://www.maresa.org/employment/

 

Please direct any questions to mnordeen@maresa.org

 

Marquette-Alger Regional Educational Service Agency does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation and gender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category, (collectively, "Protected Classes") in its programs and activities, including employment opportunities. The Agency's Compliance Officer shall handle inquiries regarding the Board's nondiscrimination policies and address any complaint of discrimination.

 

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